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Child Care Subsidy Policy October 1, 2024 88 D. If the client provides documentation of eligible activity participation for the excess days within the allotted time frame, the case manager should authorize and process the additional payment. The case manager should also document the additional payment in the client’s PATH contact screen. 8.7.2.2. If most of the time billed matches the client’s reported activity schedule, but authorizing the payment at this point would interfere with the 13-20-day monthly payment calculation, OR if the time billed does not match the client’s reported activity schedule at all, the case manager should: A. Send a letter to the provider, reminding the provider to refer to the time and schedule limits on the child care certificate when preparing billing forms. Remind the provider that days of care provided outside of times allowed on the certificate are considered private pay days unless the client has received approval from the case manager to use additional days or an altered schedule of care. Advise the provider that the client will have 13 days to provide verification of the need for care during the days/times that do not match the reported schedule. If such verification is not received, the provider will be paid for the total number of days that match the client’s reported schedule, and that the client will be responsible for payment for the remaining days. The provider should be advised that she may call and request payment for the authorized days, exchanging quicker payment for the full monthly rate. The case manager should authorize and process payment for schedule matching days at the provider’s request, making sure to remind the provider of any potential lost funds due to the loss of the 13 – 20-day monthly rate. B. Send a 13-day notice to the client requesting verifications that support the need for care on the additional days and advising the client that if such verifications are not received, that the client will be responsible for payment to the provider. The client should also be reminded at this time of the responsibility to report changes in activity schedules as soon as possible to avoid payment delays for their provider and to avoid possible thirty-day penalty closures for failure to comply with program requirements. C. If the client provides documentation of eligible activity participation for the unauthorized days/times, the case manager should authorize and process the entire payment. The case manager should also document the payment delay and reasons for any additional authorizations in the client’s PATH contact screen. D. If the client does not provide documentation of eligible activity participation for the unauthorized days/times with the required time frame, the case manager should authorize and process the payment only for days that match the reported activity schedule, if any. 8.7.2.3. Clients who fail to notify staff of changes in activity schedules after previously being notified of their responsibility to do so shall be given a thirty-day penalty closure for each offense after the second warning.